NJCAA MVP Site Help

Print Open/Expanded Help Topics:

Membership Application

Contacts

Manage Contacts

  1. Enter name, title and e-mail address for individual completing the membership application process.
  2. This information can be updated at any time throughout the year.
Membership Application

App Form Tab/Create Membership Application

  1. Verify all college information and type in any necessary changes or additional information. All boxes must be completed.
  2. Fill in demographic information from the previous academic year.
  3. Select Full Time Enrolled Students (FTE). This is the base rate for your membership dues for the men’s & women’s division.
  4. Next
  5. You do not have to complete the entire application at once. You can exit the system and then log back in at a later time and click on the invoice number you need to finish.

Sports Tab

  1. The sports listed are from your most recently submitted Divisional Commitment Form. At this time you can do any of the following:
    1. Remove a sport that you’ve committed to on the Divisional Commitment Form. NOTE: If you do this then you cannot go back in and add that same sport in another division.
    2. Add sports you’d like to add for this upcoming year. A letter needs to be sent into the national office signed by the president and athletic director committing you to that division for the upcoming academic year.
  2. Click "Yes" on any sports that you file eligibility for fall & spring.
  3. Next

Coaches Association Tab

  1. Each sport selected from the previous page is automatically registered for coaches association dues.
  2. Verify all sports you want your coach to be a member in the coaches association. Any sport you do not want to be a member of the coaches association you will click on the Remove Coaches Association button.
  3. Next

Publications Tab

  1. Select quantity of rulebooks. Click "Add" after each entry.
  2. Select quantity of handbooks. Click "Add" after each entry.
    1. It is a good idea to get a copy for your coaches! With your paid membership you will receive a copy for the president and the athletic director.
  3. Next

Pins/Patches/Lanyards Tab

  1. Select quantity of pins offered with the shield logo. Click "Add" after your entry.
  2. Select quantity of patches offered with the shield logo. Click "Add" after your entry.
  3. Select quantity of lanyards offered. Click "Add" after your entry.
  4. Next

Bag Tag Tab

  1. Select quantity of luggage tags offered with the shield logo. Click "Add" after your entry.
  2. Next

NATYCAA Tab

  1. Two NATYCAA membersips are included in your NJCAA membership.
  2. One NATYCAA membersip is automatically assigned to your athletic director.
  3. If you wish to add another member, enter their information and click "Add".
  4. Next

Order Review Tab

  1. At this time you can select "Print" to review all of your entries for accuracy and get approval by the athletic director and president.
  2. If there are any errors, go back to appropriate tab and edit information.
  3. If all information is correct, proceed to checkout.

Checkout Tab

  1. Review Order Summary.
  2. Select Payment Option.
    1. Pay by credit card.
      Enter first & last name, e-mail address, credit card number, expiration date and security code on the back of the card. A receipt will be sent to your e-mail address.
    2. Pay by check.
      Process check and send in to the NJCAA National Office as soon as possible.
    3. Electronic Payment.
  3. Next
  4. Check the box acknowledging membership & abiding by the NJCAA constitution, bylaws and other regulations.
  5. Submit

College Contacts

  1. Verify information on President, Athletic Director, Coaches, Athletic Trainer, Sports Information Director and Designated Representative.
  2. To make changes, click on name & enter in the new information. Click "Save".
    1. E-mail addresses are required.
  3. To add, use dropdown menu to select title and enter contact information. Click "Save".
    1. When adding a coach, use drop down menu to select coach but also use Sport drop down menu.
  4. Only one designated representative can be chosen to call into the National Office with eligibility questions.
Merchandise Orders

Creating Merchandise Orders

A membership application must first be submitted before ordering any additional publications or other merchandise.
Statuses (Membership Application and Merchandise Orders)

Status of Existing Orders

  • Status
    1. Closed - submitted to the National Office
    2. Open - not submitted to the National Office
  • Payment Status
    1. Paid - paid membership dues
    2. Pending - paying by check or electronically
      When the check or electronic payment is received by the NJCAA National Office the payment information will be entered and the payment status will change to paid.
    3. Unpaid
      The application form has not been submitted and the type of payment has not been selected yet.

Letter of Intent

Creating Letters of Intent

Getting Started

  1. From the Letters Of Intent dropdown menu select "Letter Of Intent System."
  2. If necessary, enter the Letter Of Intent password.
  3. Click on the Add Signee/LOI link below the LOI listing.
  4. If necessary, change the academic year and/or sport for which you wish to create an LOI on the "Create Letter of Intent" dialog.
  5. If you have created one or more LOI templates (see "Creating LOI Templates" below), you may also choose a template to apply to the LOI. This will pre-populate the LOI with any scholarship terms and/or additional institutional notes that are defined on the template.
  6. Click "Create LOI"

Signing Existing Athletes

If you are signing an existing student-athlete at your college there is now an option to select the student-athlete from a list and pre-populate the athlete’s information on the LOI form.

When selecting an existing athlete, you must choose one of the following options in order to proceed:
  • If the athlete's name, birthdate and high school are correct, click on the "Create LOI for this Athlete" button below the name of high school attended. Once this is clicked, you will be able to go down and enter the mailing address information.
  • If there is an error in the student's name, birthdate or high school, click "Update Athlete Information". This will allow you to edit the student information. Once you make the necessary corrections, click the "Save" button which appears below "Name of High School." Once the updated information has been saved, click "Create LOI for this Athlete" to complete the LOI.
  • If the athlete information displayed does not match the athlete for whom you wish to create an LOI, click "Add New Signee" or select a different athlete from the list.
  • Once you have completed all information, click "Save LOI Information."

Signee Information

If you have a new student-athlete you must enter the required information and create an LOI for the new student-athlete:
  • Student-Athletes legal first name, preferred first name, middle and last name
  • Date of Birth (month/day/year)
  • Gender
  • High School
  • High School City, State
  • Signees Current Mailing Address
  • Country
  • City
  • State
  • Zip
  • Academic Year (automatically defaults to the current signing period)
  • Submitted by (name, title, email)
Once you have completed all information, click "Save LOI Information."
Adding Scholarship Terms

Full Scholarships

In order to ensure that the conditions for each portion of a full scholarship are fully defined and it is clear to both the college and the athlete what is being awarded, the following should be observed when offering a full scholarship:
  • In order to award a full scholarship, you must add each individual award type separately. For example, if you want to award a full scholarship which covers tuition, room and board and books, you would add each of those items separately.
  • Indicate the terms of each individual award as you add them.

Fixed Monetary Amount Scholarships

If your institution offers scholarships which have a fixed amount to be used across multiple cost categories (tuition, room, board, books, fees, etc.), please use the following guidelines to award such a scholarship:
  • Select the "Addendum" option from the "Scholarship Type" list.
  • Enter the terms of the award including:
    • Award amount - specify the maximum dollar amount of the award
    • Costs covered - specify the cost categories to which the award may be applied (tuition, room, board, books, fees, etc.)
Adding Signatures

Adding Signature Dates to an LOI

  1. For each signer of the LOI, select the signer from the dropdown, enter the signing date and click "Add Signture Date."
  2. Signature dates must be entered in the correct order. For example, the athletic director's signature date must be added before the student or parent signature date.
  3. Once all appropriate signature dates have been entered and all other LOI requirements have been met, the "Submit Signee" button will be enabled and you may submit the LOI.
Printing Letters of Intent

Printing a Single LOI

  1. To print a specific LOI, click the printer icon () in the row in the listing for that LOI.
  2. For LOI's which have not been signed by the AD, a preview version of the LOI will be displayed. This version CANNOT be used for signing.
  3. For LOI's which have an AD signature, a non-preview version of the LOI which can be printed and signed will be displayed.

Printing Multiple LOI's

  1. To print multiple LOI's, check the checkbox in the "Select" column in the LOI listing for the LOI's you wish to print.
  2. To select all LOI's, use the "Select All" option above the listing.
  3. Once the desired LOI's are selected, click the printer icon () above the LOI listing.
  4. This will display a single document with all of the selected LOI's in it. For LOI's which have not been signed by the AD, a preview version of the printable LOI will be displayed. This version may NOT be used for signing.

Printable Report

  1. In order to access the LOI printable report, you must first select an academic year and sport from the lists above the LOI listing.
  2. Once an academic year and sport have been selected, an LOI summary for the academic year and sport will be displayed along with a link to the printable report, which will be available below the summary.
  3. Because the printable report is submitted with the audit packet, it may not be customized and prints ALL LOI's, regardless of status.
  4. If you would like to print a customized list of LOI’s for internal use, use the options above the listing to narrow the list to only those LOI’s you wish to see and then use the export to Excel option which allows you to export the displayed LOI’s only.
Letter of Intent Releases

Releasing an Athlete from an LOI

  1. To release an athlete from an LOI, click the green icon with an arrow on it () in the row in the listing for that LOI to access the LOI release form.
  2. Fill out the reason for release section and click the "Save Release Info" button, making note of those reasons which require the student-athlete's signature. You MUST do this before proceeding to the signature section.
  3. Once the reason for release has been completed, obtian the appropriate signatures.
  4. Add the appropriate signatures dates based on the reason for release selected.
  5. When all required signatures have been entered, click the "Submit Release Agreement" button to submit the release.
Copying Letters of Intent

Copying LOI's for an Athlete

  1. LOI's can ONLY be copied to the same athlete. This option should NEVER be used to create an LOI for a different athlete as it could result in the permanent deletion of the original LOI.
  2. To copy an LOI, click the copy icon () in the row in the listing of the LOI you wish to copy from.
  3. On the "Create Letter of Intent" dialog, verify the information displayed in the "Copy From" section reflects the LOI from which you wish to copy and choose the academic year and sport to which you wish to copy.
  4. LOI's can be copied to the following:
    1. Same academic year, same sport - Use this to duplicate an LOI that has become inactive.
    2. Same academic year, different sport - Use this to duplicate an LOI for a multi-sport athlete.
    3. Different academic year, same sport - Use this to duplicate the same LOI that was issued in a prior year to the athlete for a subsequent academic year.
    4. Different academic year, different sport - Use this to duplicate the same LOI that was issued in a prior year to a multi-sport athlete for a subsequent academic year.
Exporting Letters of Intent

Exporting LOI's to Excel/CSV

  1. To export the current LOI listing to Excel/CSV format, click the excel icon () above the LOI listing.
  2. This will create a file which will be downloaded by your web browser.
  3. This will export all LOI's on all pages of the current listing, regardless of whether or not the "Select" column is checked. The "Select" column is used for printing LOI's only.
  4. To modify the LOI's included in the export, use the sport, academic year and status options above the LOI listing.
Letter of Intent Templates

Frequently Asked Questions

  • What is an LOI template?

    An LOI template is a pre-defined set of scholarship terms, along with any additional institution specific notes or language, which can then be used to pre-populate LOI's when they are created. The purpose of an LOI template is to reduce the amount of time spent creating LOI's by allowing you to define and package commonly used sets of scholarship terms and then pre-populate those on new LOI's.

  • What can be included on a template?

    Templates can contain as many scholarship terms, including descriptions, as you would like along with any institution specific language that you wish to appear on all LOI's created using that particular template.

  • How many templates can I create?

    As many as you would like. Templates are specific to your institution and cannot be viewed by any other institution. You may create templates by sport or you may create templates based on the type of award, i.e. full scholarship, partial scholarship, tuition only, etc. You are free to use templates in whatever manner provides the most benefit to your institution.

Creating LOI Templates

  1. On the "Letter of Intent Templates" tab, click the "Add Template" link below the list of templates.
  2. Provide a description of this template. This should be descriptive enough so that you can easily distinguish this template from others you create.
  3. Add scholarship terms the same way you would add them to an LOI.
  4. In the "Additional Notes" area, optionally add any institution specific language that you wish to appear on all LOI's created using this template.
  5. If you would like to review the printable template, click "Preview Template."
  6. When you have added all scholarship terms and additional notes, save the template.
  7. Close the window and return. The new template will be displayed in the list and is now ready to be applied to LOI's.

Using LOI Templates

  • If one or more LOI templates have been created, an additional option to select a template will be available when creating a new LOI.
    Note: You can only apply a template when creating an LOI. Once the LOI has been created, you cannot apply a template.
  • Select the template you wish to use to pre-populate the LOI and create the LOI. All scholarship terms and additional notes defined on the template will automatically be copied to the new LOI.
  • Once the LOI has been created, you may add or remove scholarship terms pre-populated from the template as well as modify the additional notes copied from the template.
    Note: Any modifications you make are made to the current LOI only, NO CHANGES are made to the template.

Editing LOI Templates

  • On the "Letter of Intent Templates" tab, click the edit () icon for the template you wish to update.
  • Make any changes you wish to make and save the template.
    Note: Any changes you make to the template will only apply to LOI's created using this template from this point forward. NO EXISTING LOI's will be modified.

Deleting LOI Templates

  • On the "Letter of Intent Templates" tab, click the delete () icon for the template you wish to delete.
  • Confirm that you would like to delete the template.
    Note: Only the template will be deleted. Any LOI's created using the template will remain. NO EXISTING LOI's will be deleted.

Copying LOI Templates

  • On the "Letter of Intent Templates" tab, click the copy () icon for the template you wish to copy.
  • Enter a description for the new template and save it.
  • The new template will be displayed in the list. You can now edit the new template.

Eligibility System

Deadlines for Submission of Eligibility ("Deadlines" Article V, Section 3.B.2)

  1. Submit prior to the first date of competition.

Late Submissions

If you have missed both of the above deadlines to submit eligibility for a team(s), immediately notify the National Office by emailing the Assistant Executive Director - Compliance, Brian Beck (bbeck@njcaa.org).

Submitting eligibility late results in penalties; these penalties can be found in "Penalties for Late or Omitted Eligibility Forms" Article V, Section 3.B.4.
  • The first offense for filing late eligibility results mandatory audits and a reprimand letter to the athletic director and college president. Any games played before the submission of the form will also result in forfeitures.
  • The second offense will result in mandatory audits and athletic probation in that sport with no postseason play.
  • Failing to submit an electronic eligibility form for the entire season shall be subject to disciplinary action by the NJCAA National Office.

Getting Started

  1. In the Eligibility/Compliance dropdown menu select Eligibility System.

Creating a New Form

  1. Select the sport from the "Select Sport" dropdown menu.
  2. Click on the button "Create a New Form" that is located on the right-hand side of the page.

Setting Up Season Information

  1. "Current Term": Click on the arrow on the pull down menu to select the current term for the eligibility form that you are submitting. Please select Semester or Quarter. Note: The program automatically defaults to "Semester" if you are a quarter school submitting eligibility.
  2. "End Date of Previous": This date is the ending date of the preceding term. Example if you are submitting eligibility for the fall term, you will enter the last day of the spring term. Consult your corresponding college catalog for this date.
  3. "Beginning Date of Current Term": This is the beginning date (first day of the term) of the current term. Consult your college catalog for this date.
  4. "Ending Date of Current Term": This is the ending date (last day of the term) of the current term. Consult your college catalog for this date.
  5. "Date of the First Game": This is the first regular game/competition date of the season. Do not count scrimmage dates for this date. If your first game date changes, please make this change in the Season Information prior to submitting.
  6. "Date of Final Regular Season Contest": This is the last regular season game/competition date of the season.
  7. "Type of Submission": Select if this is an original submission or a supplemental. . Multiple “original” forms can be submitted prior to the first contest. After the first contest if you are adding new athletes, forms need to be selected as a “Supplemental” form.
  8. "Pre-Populate Roster": The program automatically defaults to allow the form to be pre-populated with the athletes from the previous year eligibility and/or current year LOI signees for the sport. Note: There still may be a need to manually enter an athlete with the pre-populate roster should an athlete not appear.
  9. Complete the "Name, Email Address and Title" boxes then click "Save and Continue" to move forward in the program.

Student Selection

After setting up your season and click on "Save and Continue" you will see the "Student-Athlete Eligibility Form". The list of pre-populated students will be on the right in the "Students" column.
  • Biographical Information
    • If the student is in the pre-populated list select their name. Their biographical information will be complete, you must review the information to make sure it is correct, make corrections if needed then click "Save Athlete Info". New student-athletes not in the pre-populated list can be added on a blank individual student page by clicking the "Save and New" button; Complete Legal First Name, Middle Name or Initial, Legal Last Name and the Preferred First Name if it is not the same as the legal first name. (Please use proper capitalization and punctuation as this is how the names will appear on awards.), Gender and Date of Birth. Do not leave these boxes blank.
  • Educational Enrollment Information
    • Season(s) of Participation:
      Select the current season for each athlete by clicking 1st or 2nd.
    • GED or other High School Equivalency:
      The program is defaulted to "No". Select "Yes" only if the student-athlete has passed the GED or other state department of education approved high school equivalency test.
    • High School Graduation, GED or other High School Equivalency Date:
      Complete the Date of High School Graduation (month, date & year). If the student-athlete did not graduate high school but passed the GED or other state department of education approved high school equivalency test enter the date it was passed.
    • High School Information:
      Complete the name of the high school, city and state.
    • Date of Initial College Enrollment:
      This date (month, date & year) should be the date of the student’s first FULL-TIME term of enrollment after high school graduation and should not be a date of a part-time term of enrollment. If the date is not complete with an mm/dd/yyyy it will not allow you to save until the date is complete.
    • Transfer Information:
      Select "Yes" or "No". Select "Yes" if the student-athlete has been full-time or has participated at a previous college and has transferred to your school. Students who are transfers should be marked as transfers each time eligibility is submitted online. Their transcripts from all colleges must be on file at your college.
  • Academic Information
    • Full-Time Terms Previously Enrolled:
      Count the number of Full-Time terms (enrolled/attempted 12 or more credit hours beyond that college’s 15th calendar day) from all college transcripts the student-athlete has been enrolled throughout their college attendance. Do not leave this box blank. If there are zero full-time terms for a student-athlete please put a zero (0) in this box.
    • Previous Full-Time Term Hours Earned and GPA:
      Complete Hours Earned and GPA from the Previous Full-Time Term. Do not use a comma (,) in the GPA instead of a period as the program cannot read the comma and could make the student-athlete ineligible and do not round the GPA. Do not leave these boxes blank. If there are no previous earned credits or GPA for a student-athlete please put zeros (0) in these boxes.
    • Cumulative Hours Earned and GPA:
      Complete Hours Earned and GPA for the accumulation. The best 24 and best accumulation options have been deleted; you must determine and enter the best hours and GPA. Do not use a comma (,) in the GPA instead of a period as the program cannot read the comma and could make the student-athlete ineligible. Do not leave these boxes blank and do not round the GPA. If there are no accumulated earned credits or GPA for a student-athlete please put zeros (0) in these boxes.
    • Hours Registered for Current Term:
      Complete this box with the number of hours the student-athlete is enrolled in for the current term. If the transcripts show less than 12 credit hours, you must enter in this number even if part-time. Do not leave this box blank.
  • Physical Exam Information
    • Date of Physical Exam:
      Enter in the Date (month, date & year) of student-athlete’s physical exam. Physical exams are good for 13 months. Example: If the student-athlete has a physical exam on August 1, they must renew the physical before September 1 of the following year. Do not leave this box blank. If the date is not complete with an mm/dd/yyyy it will not allow you to save until the date is complete.
  • Exceptions
    • Exceptions: All exceptions defaults are set on "No".
      1. Certified Learning Disability: Select "Yes" only if the NJCAA National Office has previously granted a Certified Learning Disability Request for the student.
      2. Hardship: Select "Yes" only if the NJCAA National Office granted a Hardship 1 or 2 Request for the student. Medical hardships from other intercollegiate athletic organizations must also be adopted by the NJCAA National Office prior to selecting this exception.
      3. 18 Month Calendar Non-Attendance Rule: Select "Yes" if you are using this rule. Student-athletes that have not been enrolled full-time in any college for a period of 18 calendar months or longer shall be exempt from the "First Season Academic Requirements". Student-athletes who have served 18 calendar months in the Armed Forces of the United States, church mission or with a recognized foreign aid service shall be exempt from "First Season Academic Requirements" and "Second Season Academic Requirements". 18 calendar month exceptions involving the Armed Forces of the United States, church mission or with a recognized foreign aid service must be approved by the NJCAA National Office prior to selecting this exception. Note: All 18 calendar month exceptions are one time exemptions, available only for the first full-time term after the period of non-attendance.
      4. 1st Season Accumulation: Select "Yes" if the student-athlete meets the "First Season Academic Requirement" in Article V, Section 2.D.2.f, and is a first season participant in their initial term of participation. This exception may only be used one time.
      5. Total Hours Accumulation: Select "Yes" if the student-athlete meets the "First Season Academic Requirement" in Article V, Section 2.D.2.e.i or ii and iii. This rule can be used for a first or second season athlete. A student-athlete may only use this rule one time. Once this rule is exhausted, the student-athlete must meet the requirements of D.2.c or D.2.d to maintain eligibility.
    • Submit Student Later:
      1. By selecting "Yes": You will be submitting the student at a later point. Make sure to save the student-athlete before moving on otherwise all information will be lost. If you select "Yes" to submitting the student-athlete later, then submit the form with all other student-athletes, a new form will automatically be created with this selected student-athlete. If a student-athlete is ineligible or you have missing information for a student-athlete, select "Yes", but do not play this athlete until all missing information is entered and the student-athlete is electronically submitted on eligibility.
      2. By leaving "No": "No" is the program default. You may submit an eligibility form with ineligible student-athletes on the form, but the program will automatically create a new not submitted form with those ineligible athletes. The form with the eligible student-athletes will be submitted to the NJCAA National Office.
  • Notes
    • "Notes" Box:
      The "Notes" box is for writing break or delay of enrollment statements or any information that was written on the back of the old manual form. This information will show up on a separate sheet instead of under the student-athlete’s name. Please reframe from using the following for the program could make the athlete ineligible: "# % ! & * / \ = + "@^*_=", etc.

Saving

  • After entering all information for each student-athlete you must click on:
    • "Save": This function is saving that student-athlete’s information and is also doing a check on the eligibility for that student-athlete. After clicking on "Save" either word will show at the top left hand corner of the page: "Eligible" or "Ineligible".
    • "Save and New": This function will save all of the student-athlete’s information and will bring up a new blank page to enter in new information for the next student-athlete.
  • By not saving, all information will be lost or the program will not complete a check on the eligibility for that student-athlete. The program does not automatically save information that has been entered.
  • If any information is left blank, a window will pop-up stating what information is missing. The program will not proceed or save without you entering in the missing information.

Undo

By clicking on the "Undo" button, the program erases all of the information for that student-athlete you were working on if not saved.

Deleting Student

By clicking on the "Delete Student" button, the program will completely delete this student-athlete you had selected. The only time you should delete a student before submitting the eligibility is if the student-athlete withdraws from the college or quits the team. If the student-athlete is ineligible, you do not need to delete that student-athlete. Remember you can select to have that student-athlete submitted at a later date by selecting "Yes" for the "Submit Student Later" exception.

Edit Season

By clicking on the "Edit Season" button, the program will take you to the "Season Information" page that you have previously set up. You are allowed to make changes if changes need to be made. If changes are made click on "Save and Continue".

Delete Form

By clicking on the "Delete Form" button, the program will delete the whole eligibility form with all information you have already entered and saved.

Preview Form

By clicking on the "Preview Form" button, a new window will pop-up with a view of the eligibility form that you have currently been working on. You may either close the window or print the form.

DO NOT use this form as the form that your student-athletes sign. Only the "Submitted" form is used for audits and eligibility.

Exit

By clicking on the "Exit" button, a pop-up window will come up saying "You are exiting without submitting. Press "OK" to continue, or "Cancel" to go back." If you click on "OK" the program will take you out of the eligibility form you were just working on to the "Student-Athlete Eligibility Forms" page. If you click on "Cancel" the program will take you back to the student-athlete you were just working on. It is suggested that you save before exiting.

Submitting the Eligibility Form

By clicking on the "Submit" button, a pop-up window will come up asking "Are you sure you want to submit this form? No changes can be made to this form once it is submitted."
  • If you click on "Yes" the program will then submit your eligibility form and you cannot make any additional changes. A new window will pop-up saying "Your form has been successfully submitted." After clicking on "OK" the program will take you to the Student-Athlete Eligibility Forms page and will show the Date, Term, Status (Submitted), Submit Date of the form you just submitted.
  • If you click on "No" the program will return you to the student-athlete you were currently working on.
    ****remember to save everything before submitting.
  • An email will be sent from the NJCAA Office of Eligibility to the person’s email address that was entered on the Season Information page stating:

    The following NJCAA Eligibility form was submitted:
    Sport_____ Date_____ Time
    This form will be reviewed in case of an audit conducted by the National Office in this sport. ("Eligibility Audits" Article V, Section 3.B.6) Your institution will be notified if audited.
    The receipt of this email notification does not ensure that the eligibility for this sport has been successfully submitted. It is recommended that you recheck the content of the submitted eligibility form for accuracy.
    Contact your Regional Director for any questions or concerns.

  • This email is sent every time a form has been submitted. Therefore if you have submitted a blank form, you will receive this email. Please follow the instructions below in "What to do after submitting the eligibility form" to ensure a proper eligibility submission.

What to do After Submitting the Eligibility Form

  • After submitting a form, the program will take you back to the "Student-Athlete Eligibility Forms" page which will show the creation date of the form, the term, the status of the form, and the date that form was submitted.
  • Double check to make sure that all student-athletes who were in the eligibility program are now on the submitted form by clicking once directly on the form to reopen the form.
  • "NOT SUBMITTED" FORM:
    If you see a new "Not Submitted" form this means that at least one student-athlete did not go through on the newly submitted form or there was a problem submitting the form. The new "Not Submitted" form is automatically created when student-athletes are ineligible and have "X’s" by their names. The "X" means that the program was reading the student-athlete as ineligible and will not send ineligible athletes through on a submitted form, thus a new form is automatically created.

Printing the Eligibility Form

After submitting the form, the program will take you to the “Student-Athlete Eligibility Form” page where you will click once on the printer icon of the form that you want to print. The Submitted Copy of the form must be printed, this will include a Student-Athlete Signature Page which is new for the 2017-2018 academic year. Each student-athlete, the Athletic Director, and the Eligibility Chair, Registrar or Dean must sign in the designated places. The signed and submitted copy must be on file with other eligibility information in case of an audit.

Supplemental Forms

A "Supplemental" form is used for any new student-athletes who were not submitted on the "Original" eligibility form. You will have to create a new form for these student-athletes. Go through the same process as setting up the "Original" form.
  1. "Create New Form"
  2. Season Information page: select all Dates and the Academic Calendar.
  3. Type of Submission: select "Supplemental", not "Original".
  4. Finish entering in Your Name, Email Address, and Title.
  5. Click on "Save and Continue."
  6. Continue entering the information for the student-athlete(s) you want to add to the eligibility roster.
  7. Submit the form.

Time Limit

There is a 1-hour time limit for non-use of the program. After logging in and by not using the online program for 1 hour, the program will automatically log you out and you must then log back in to make adjustments to the eligibility as well as submitting the eligibility form. If the program does not log you out, but continues to allow you to work, it may not be actively saving your work after the 1-hour mark. Therefore, keep track of your work and your time and continuously save.
Non-Participation

Deadlines & Penalties for Submission of the Non-Participation Form (Article V, Section 3.B.5)

Submit all Non-Participation forms for each team by July 1 of each academic year.

Getting Started

  1. In the Eligibility/Compliance dropdown menu select Eligibility System.
  2. Type in your student-athlete eligibility password.

Creating and Completing the Non-Participation Form

  1. Select a sport from the "Select Sport" dropdown menu.
  2. Click on the tab/button: "Non-Participation."
  3. Choose your academic year by clicking on the pull-down menu beside "Academic Year."
  4. Choose your sport by clicking on the pull-down menu beside "Sport."
  5. Then click "Display Athletes." The line below this button will show the year and sport you have selected.
  6. Complete the boxes by typing in your Name, Title and Email Address.
  7. Below is a list of each student-athlete who was submitted in the online eligibility program for that team during that academic year.
      On the right-hand side of the page is a column labeled "Participation."
      Participation for each student-athlete is defaulted to "Yes." If a student-athlete did not participate in any regular season contests and should not be charged with a season of eligibility, click on the "No" button to change his/her status.
  8. After completing this column for each student-athlete, click on the "Update Students" button located directly above the list of students. This will update the list. A confirmation email is not sent for the participation form.
Recertification

Deadline Information: Article V, Section 3.B.3 (Addition and Deletion of Participants on Eligibility Form)

Transfer student-athletes who have served probation or non-transfer student-athletes who have re-established their eligibility during a term of college attendance, can be supplemented to a team’s roster any time after the end of the term provided all student-athletes that do not satisfy the provisions on Article V, Section 2.D.2 (First Season Academic Requirements) are dropped as of the same date. This exchange must occur on or before the 20th calendar day after the term ends and a complete eligibility form for the subsequent term must be submitted showing all eligible student-athletes. If student-athletes are supplemented any time following the 20th calendar day after the end of the term, only the new entries must be submitted on an eligibility form and the next term’s eligibility form will be due in accordance with Article V, Section 3.B.2. The new entries may begin participating on the electronic submission date. Transfer student-athletes cannot be added before the full sixteen calendar weeks have expired.

Getting Started

  1. From the Eligibility/Compliance dropdown menu select "Eligibility System."
  2. Select the sport from the "Select Sport" dropdown menu.

Creating and Completing the Recertification Form

  1. Click on the "Recertify" button located on the right-hand side of the Student Athlete Eligibility Form page.
  2. Select the terms:
    • The "Old Term" is the term you want to recertify. For example: if recertifying the Fall term, select this term from the pull-down menu.
    • The "New Term" is the term you are establishing eligibility for and will be submitting. For example: Since you are going to submit for the spring term, select "Spring 20xx" for semesters. If on quarters be certain to select the correct term (winter or spring).
    • After completing these steps click "Recertify" if you are ready to move on. Click "Exit" if you do not want to move on.
  3. After clicking on "Recertify" from the "Recertification" page, you will be taken to the "Student-Athlete Eligibility – Season Information" page. The "Current Term" has already been selected from the information you selected on the previous page.
    • Enter in the dates of this "new term"; however DO NOT change the "Date of First Game" for this is the first game of the season, not the first game of the new term. Double check the term and dates to confirm they are correct.
    • "Type of Submission" should be set on "Original" for your first submission of the new term.
    • Adjust the Name, Email and Title if necessary.

    When finished click on "Save and Continue".
  4. A blank "Ineligible" form will appear next on the "Student Selection" page along with the names of the student-athletes who were submitted from the previous term in the "Students" box at the upper right-hand corner of the page. Click on the name of the student-athlete you wish to recertify. That student-athlete’s information will appear in the boxes.
    The boxes that must be adjusted are:
    • Full-time Terms Previously Enrolled
    • Previous Full-time Term Hours Earned and GPA
    • Cumulative Hours Earned and GPA
    • Hours Registered for in current term

    Make any other changes as necessary in the other areas of the eligibility form.
  5. Click on "SAVE" after updating the recertification information for each student-athlete.
    • ADDING NEW ATHLETES: To add newly eligible athletes at the time of recertification click on "Save and New" and the program will give you a new blank sheet for a new athlete. You will not need to create a supplemental form at the time of recertification.
    • DELETING ATHLETES: You may also delete athletes while recertifying by clicking on the "Delete Student" button.
    • SUPPLEMENTAL FORMS: After submitting the recertification you will not be able to add or make changes to the submitted form and therefore you must create supplemental forms if adding new players as they become eligible after recertifying.
  6. After completing the recertification information click on the "Submit" button. As always, the program will ask you if you are sure you are ready to submit.

Divisional Commitment Forms (2018-2019 through 2021-2022)

Deadlines for Submission of Divisional Commitment

As per Article I, Section 1.D of the NJCAA bylaws, “Member institutions shall declare divisional status in those sports offering more than one division for NJCAA participation. Such declaration shall be made once every four years based upon the timeline below and shall serve as a four-year committment for the sport. [...] Once set, no changes shall be permitted within the division structure for the cycle.”

The Divisional Commitment form must be submitted online by Friday, October 27, 2017.

Getting Started

  1. Under the My NJCAA tab click on "Submit Divisional Commitment."

Creating a New Form

  1. Create a new Divisional Commitment form by selecting one of the choices in the drop box.
  2. If you are creating the divisional commitment form for both the men’s and women’s divisions click on Men’s and Women’s Division.
  3. If you are creating the divisional commitment form for the men’s divisions only click on Men’s Division Only.
  4. If you are creating the divisional commitment form for the women’s divisions only click on Women’s Division Only.
  5. Select the sports/divisions your school will participate in for the next four years, including non-divisional sports.
  6. Enter your name, title, and email address
  7. Click save
  8. Click print (use the print button at the bottom of the page near the save button). The form must be reviewed and signed by the Athletic Director and President.

Submitting the Form

  1. After the form has been approved and signed by the Athletic Director and President, you must login to the Divisional Commitment program again and open the form you created and saved.
  2. If any changes need to be made, you may make those corrections at this time, save the form and print a new copy. The Athletic Director and President must sign the corrected form.
  3. Once the form is correct, approved, and signed by the Athletic Director and President you must login to the form click in the box verifying the form has been approved and signed.
  4. After clicking the verification box the submit button will appear.
  5. Click on Submit.
  6. The Divisional Commitment form must be submitted online by Friday, October 27, 2017.

Changes after Submitting the Form

  1. Once the form is submitted, changes may be made online through Monday, October 26th. After this date no further changes can be made online. Anytime a change is made prior to October 19th, a new form must be printed and signed by the Athletic Director and President. This changed form must be resubmitted online.
  2. After October 26th, any changes or corrections that need to be made must be sent in writing to the NJCAA National Office and signed by the athletic director and president. This is allowable up to the start of the 2018 NJCAA Annual Meeting (April 3, 2018).
  3. After the start of the 2018 NJCAA Annual Meeting no changes shall be allowed within the division structure.

Important Information

Colleges must retain a hard copy of the original committal form with signatures on file for the duration of the committal period. Should a copy of the form be requested by the NJCAA Office the member college has 24 hours to submit the original, signed committal form by fax, email or overnight mail.

Once a commitment cycle has been determined by the NJCAA Districting Committee by Sport, no changes shall be allowed within the division structure.

Awards

Academic Team of the Year

Minimum Number of Athletes

The minimum number of athletes required in order to submit a team of the year nomination form is as follows:  
SportMin. # AthletesSportMin. # AthletesSportMin. # AthletesSportMin. # Athletes
Baseball9 Golf4 Lacrosse10 Swimming & Diving3
Basketball5 Half Marathon3 Outdoor Track & Field3 Tennis3
Bowling3 Ice Hockey6 Soccer11 Volleyball6
Cross Country4 Indoor Track & Field3 Softball9 Wrestling3
Football11

Getting Started/Nomination Criteria

The NJCAA will honor an athletic team for each sport as NJCAA Academic Team of the Year.
  • The athletic director will be responsible for nominating the sports teams which he/she feels is worthy of the honor and has a minimum 3.0 accumulative grade point average via online submission.
  • Every student-athlete certified on all eligibility forms (original and supplemental) will be used to figure the team’s overall grade point average. In computing the final grade point average, ALL hours from the current academic year must be computed, including "F's". Any class completed and grade posted by deadline must be used.
  • Transfers are computed, including hours earned at previous college.
  • In computing the final grade point average, all course hours attempted, from the current academic year, must be included with the exception of remedial/developmental course work, which cannot be used to meet the requirements for this award.
  • The nominating form, and one team photo must be submitted directly to the National Office.

Entering Athlete Information

  • All student athletes certified on the eligibility form(s) for the appropriate sport will be automatically added to the nomination form. If a student-athlete appears more than once, please contact the NJCAA national office at dee@njcaa.org BEFORE submitting the nomination form in order to have the duplicate athletes removed.
  • Enter the hours attempted (less any remedial coursework hours) and quality points earned (less any remedial coursework) for each athlete.
  • The GPA for each athlete and the overall team GPA will be calculated for you.
  • Upload a team photo in .jpg, .png or .bmp format. Maximum file size for the team photo is 1.5 MB. The team photo does NOT have to uploaded in order to "Save & Finish Later," but it must be uploaded prior to submitting the form.
  • If you wish to save save the information entered thus far and finish at a later time, click the "Save & Finish Later" button.

Non-Participants/Mid-Year Graduates

As stated in the nomination criteria for the NJCAA Academic Team of the Year award, all student-athletes certified on eligibility forms are included in academic team of the year calculations. Below are some guidelines for handling those athletes who were not with the team at the end of the season:
  • Non-participant who withdrew prior to the 15th calendar day of the term - If a student-athlete withdrew from classes prior to the 15th calendar day of the term, and only in this case, enter 0 hours attempted and 0 quality points earned.
  • All Other Non-participants - For purposes of this award, an athlete is considered to be a non-participant only if he or she withdrew from classed prior to the 15th calendar day of the term. If a student-athlete did not finish the season with the team for any other reason, you must enter the number of hours the athlete attempted and the number of quality points earned, even if 0 quality points were earned.
  • Mid-year Graduation - If a student-athlete graduated mid-year, enter his or her hours attempted and quality points earned for those terms within the academic year which they completed prior to graduation.

Submitting the Nomination Form

  • The nomination form must be explicitly submitted. It will NOT be submitted automatically once information has been entered for all athletes.
  • In order for the nomination form to be submitted, the following conditions must be met:
    • All athletes must have both hours attempted and quality points earned entered.
    • Team GPA must be 3.0 or above.
    • Team Photo must be uploaded.
  • The nomination form CANNOT be edited once it has been submitted, so please review all information prior to submitting the form.
  • Once the above criteria has been satisfied and you have reviewed all information being submitted, click the "I'm Finished, Save & Submit" button to submit the nomination form.

Making Changes Once the Nomination Form Has Been Submitted

If you identify incorrect information after the nomination form has been submitted, please contact the NJCAA national office at dee@njcaa.org.

Nomination Deadline

Deadline date for online submission for all sports: JUNE 15
Academic Student-Athlete

Getting Started/Nomination Criteria

Nomination Criteria
  • Must have completed 2 full-time semesters or 3 full-time quarters of college work.
  • Must have participated in at least one season at the varsity level at the college from which he/she is nominated.
  • Minimum of 24 semester-hours or 36 quarter-hours completed in the current academic year.
  • Minimum 3.6 grade-point average on a 4.00 scale
    • NJCAA All-Academic First Team: 4.00 GPA on a 4.00 scale
    • NJCAA All-Academic Second Team: 3.80 to 3.99 GPA on a 4.00 scale
    • NJCAA All-Academic Third Team: 3.60 to 3.79 GPA on a 4.00 scale
Nomination Process
  1. In order to ensure consistency and fairness across teams, ALL All-Academic Award nominations should be completed by the same staff member.
  2. NJCAA member college Athletic Directors will be responsible for the online submission and the accuracy of the information submitted.
    If requested, the athletic director must provide supporting documentation.
  3. In computing the final grade-point average, ALL course hours from the CURRENT ACADEMIC YEAR must be included and any class completed and grade posted by the deadline must be used:
    1. Inclusive of all failing grades (Fs)
    2. With the exception of remedial/developmental course work which cannot be used to meet the requirements for this award.
    3. Transfer hours (hours completed at another institution) completed during the current academic year must be included.
    4. Not including hours completed outside the current academic year (August 1 – June 15)
  4. Nomination must be made during academic year in which participation occurred.
  5. Deadline date for online submission for all sports: JUNE 15
  6. The list of Academic Award winners will be released to the appropriate media.
  7. Requests for exceptions must be submitted in writing to the NJCAA Executive Director no later than June 1st of the year of participation for the award. All rulings will be made in conjunction with the chair of the All-American Committee.

Entering Athlete Information

  • Use the athlete search box to identify the athlete to nominate. You may enter full or partial first name, full or partial last name or both in the search box. If you are entering both, use the following format: lastname, firstname.
  • If the athlete for whom you wish to submit a nomination does not appear in the list, or appears more than once, please contact the NJCAA national office at dee@njcaa.org BEFORE saving in order to resolve the issue.
  • Once you have identified the appropriate athlete, select their name. Upon doing so, the sports in which the athlete was certified during the current academic year will be displayed in the "Eligibility Certified Sports" area.
  • Enter the total number of terms the athlete has completed.
  • Enter the athlete's CURRENT ACADEMIC YEAR hours attempted (less any remedial coursework).
  • Enter the athlete's CURRENT ACADEMIC YEAR quality points earned (less any remedial coursework).
  • Once the cumulative hours and quality points have been entered, the GPA will automatically be calculated and displayed along with the award for which the athlete qualifies (Pinnacle, Superior or Exemplary).
  • Once you have entered and reviewed all information, click the "Save Athlete" button to submit the athlete's nomination form.

Making Changes Once the Nomination Form Has Been Submitted

If you identify incorrect information after the nomination form has been submitted, please contact the NJCAA national office at dee@njcaa.org.

Nomination Deadline

Deadline date for online submission for all sports: JUNE 15

Managing MVP Site Access

Frequently Asked Questions

How do I set up access for my institution's athletic staff?

    Log in to the MVP site. Initially, you will log in with your existing, shared account. Once you have set up "College Admin" access for an individual account, you can use that account to assign access to other staff members.
    Navigate to the "My NJCAA -> Manage Athletic Staff" page.
    On the athletic staff page, edit MVP Site access by clicking on the edit icon () in the last column of the row corresponding to the staff member you wish to assign MVP site access.
    At the bottom of the "Edit Athletic Staff Member" screen, set the MVP site acces as desired in the bottom section of the screen. For more information about each of the access areas click the ? icon () next to each access area.
    Once you have assigned the desired MVP site access for the staff member, click "Save."
    If the save was successful, a confirmation message will be displayed in green at the top of the screen. Close the "Edit Athletic Staff Member" screen and return to the "Manage Athletic Staff" page.
    If there were problems saving, review the error messages displayed in red at the top of the screen, correct any problems listed and save again.
    Repeat the steps above for each staff member who should have access to the MVP site.

Note: Each staff member assigned access will automatically receive an email with instructions for activating his or her account.

What types of access are available and what do they do?

The MVP Site has been divided into the access areas listed below. Each access area is independent of the other areas. This means that assigning "General" access does NOT exclude a user from also having access to the LOI or Eligibility systems. Access to each area MUST be assigned separately, including the "General" access area.

  • General:User may access informational areas of the MVP Site such as, but not limited to:
    • LOI Search
    • Pretournament Info. & Other Sports Information Procedures
    • Electronic NJCAA Handbook & updates and Sport Procedures Chart
    • Bylaw Proposals, Divisional Commitment Listing, Redistricting Proposals & Meeting Minutes
    • Games Wanted/Needed
    • Many Other Informational Materials
  • College Admin: User may access administrative areas of the MVP Site such as:
    • Membership Form
    • Divisional Commitment Form
    • Add/Edit/Remove College Staff Member Information
    • Configure MVP site access for college staff members
    • Update College Profile Information
    • Purchase Merchandise
  • LOI Admin:User may access the LOI System (NOT the LOI Search, the LOI search is in the "General" access area) based on the following access subareas:
    • None:User has no access to the LOI System
    • Assigned Sports Read Only:User may view LOI's for only those sports they have been assigned
    • Assigned Sports Edit:User may view and edit LOI's for only those sports they have been assigned
    • All Sports Edit:User may view and edit LOI's for all sports
  • Eligibility Admin:Grants user access to the Eligibility System and Academic Award Forms based on the following subareas:
    • None:User has no access to the Eligibility System
    • Assigned Sports Read Only:User may view eligibility for only those sports they have been assigned
    • Assigned Sports Edit:User may view and edit eligibility for only those sports they have been assigned
    • All Sports Edit:User may view and edit eligibility for all sports

For more detailed information about which MVP site features and functions are available in each access area, see the "Overview and Site Access Chart" section in the "Managing MVP Site Access" area below.

Who should have access to the MVP Site?

In general, anyone who needs access to information supplied by the NJCAA national office should have access to the MVP site. The introduction of new access areas as outlined in the "What types of access are available and what do they do?" section should give colleges greater flexibility in granting athletic staff members access to those areas, and only those areas, which are relevant to their job responsibilities.

Each college is responsible for assigning access to their athletic staff as they deem appropriate. For more information about which access areas grant access to which features on the MVP site in order to help determine what access you should grant each staff member, see the "Overview and Site Access Chart" section in the "Managing MVP Site Access" area below.

Who should have "College Admin" access?

College Admin access grants the user access to many administrative areas of the MVP site including updating your college profile information, managing athletic staff, managing MVP site access for other users, completing membership applications and divisional commitments. As such, College Admin access should be granted cautiously and should be limited to as few users as possible - ideally no more than two per college.

What type of access should coaches have?

Because the MVP site features which coaches will need access to will vary from college to college and may also vary from coach to coach, each college is free to assign MVP site access to athletic staff members in whatever way works best for their institution based on the way job responsibilities are distributed. Access for each user is assigned separately, so you may assign different access areas to different coaches.

Below are some guidelines for determining what access to assign to each coach at your instution.
  • General - If you wish for the coach to be able to access informational areas of the site only, assign the "General" access area. General access includes features such as the LOI search and pre-tournament information which is frequently needed by coaches.
  • LOI/Eligibility Admin Assigned Sports Read Only - If you wish for the coach to be able to view LOI's and/or eligibility forms, but not edit them, for those sports with which they have been associated in the Staff Management area, assign LOI/Eligibility Assigned Sports Read Only access.
  • LOI/Eligibility Admin Assigned Sports Edit - If you wish for a coach to be able to edit LOI/Eligibilty information for those sports with which they have been associated in the Staff Management area, assign LOI/Eligibility Assigned Sports Edit access.
  • LOI/Eligibility Admin All Sports Edit - If you wish for a coach to be able to edit LOI/Eligibility information for all sports, assign LOI/Eligibility All Sports Edit access. This would likely be the case if a coach also serves as the athletic director, assistant athletic director or compliance officer, in which case you should indicate both roles in the Staff Management area.
The guidelines above are suggestions only. As indicated above, each college should assign access to coaches in the manner which makes the most sense for their athletic department.

For more information about which access areas grant access to which features on the MVP site in order to help determine what access you should grant each coach, see the "Overview and Site Access Chart" section in the "Managing MVP Site Access" area below.

What type of access should registrar's office staff have?

If a member of the registrar's office enters student-athlete academic information either on eligibility or academic award nomination forms, you will need to add them in the Staff Management area and grant them the approrpiate MVP site access.

The most likely access area that would be needed by the registrar's office is Eligibility All Sports Edit access. This will provide access to eligibility forms as well as academic team and individual student-athlete award nomination forms.

For more information about which access areas grant access to which features on the MVP site in order to help determine what access you should grant each coach, see the "Overview and Site Access Chart" section in the "Managing MVP Site Access" area below.

How do staff members activate their new/individual accounts?

Once MVP site access has been assigned to a staff member, he or she will receive an email with instructions for setting up a password and activating his or her new account.

If staff members no longer have the original email, each user can begin the account activation process using the link below:

Request MVP Site Password

On the "NJCAA MVP Site Password Reset Request" page, enter the email address (or username in select cases) and click the "Request Password Reset Link" button. An email will be sent to the user with instructions for setting the password on his or her personal account.

I forgot my password. How do I reset it?

To reset your password, initiate a password reset request using the link below to access the "NJCAA MVP Site Password Reset Request" page:

Request MVP Site Password

On the "NJCAA MVP Site Password Reset Request" page, enter the email address (or username in select cases) and click the "Request Password Reset Link" button. An email will be sent to the user with instructions for resetting the password for your account.
Managing MVP Site Access

Overview and Site Access Chart

The MVP site is divided into several access areas. Each user of the MVP site can be granted access to one or more of these areas.
For a detailed explanation of the access areas, see the "What types of access are available and what do they do?" section in the "Frequently Asked Questions" area above.

The chart below indicates what access area a user must be assigned in order to access the various features and functions within the MVP site.

An "X" in the "General" column means that users assigned the "General" access level can access the feature indicated. It does NOT mean that any user of the system will have access to the feature. The "General" access level MUST be assigned for a user to have access to those areas indicated in the "General" column.
An "X" in the LOI or Eligibility Assigned Sports Admin columns means that users can access the feature indicated for only those sports with which they have been associated in the Staff Management area.
An "X" in the LOI or Eligibility Assigned Sports Read Only columns means the user can access the feature indicated for those sports with which they have been associated, but they will only be able to view LOI or Eligibility information. They will not be able to edit any information.

If a user does not have the appropriate access area assigned for a particular feature or function which is accessible from the menu, the menu item will be hidden. If the user does not have the appropriate access for a feature which is accessible from a page within the MVP Site, the feature will be disabled when the user accesses that page.

Printable Site Access Chart:
MVP Site Access Area
Feature General College Admin LOI All Sport Edit LOI Assigned Sports Edit LOI Assigned Sports Read Only Eligibility All Sport Edit Eligibility Assigned Sports Edit Eligibility Assigned Sports Read Only
My NJCAA
Membership ApplicationX
Purchase MerchandiseX
Update College ProfileX
Submit Divisional CommitmentX
Download DocumentsX
Manage Athletic StaffX
Manage MVP Site AccessX
Change PasswordX
Letters of Intent
Letter of Intent SystemXXX
Create New LOIXX
Edit Existing LOIXX
Release Athlete from LOIXX
Increase Scholarship TermsXX
Printable ReportXXX
Preview/View Printable LOIXXX
View Signed Release FormXXX
LOI SearchX
Sport Procedures ChartX
Download DocumentsX
Eligibility/Compliance
Eligibility SystemXXX
Create Eligibility FormXX
Edit Eligibility FormXX
Add/Edit Student-Athlete Info.XX
Delete Eligibility FormXX
RecertifyXX
Preview/View Printable FormXXX
Student SearchXXX
Non-participation FormXX
NJCAA HandbookX
Handbook UpdatesX
Eligibility Seminars AttendedX
Eligibility Seminar DatesX
Sport Procedures ChartX
Probation ListX
Club Sport RostersX
Download DocumentsX
Awards & Nominations
Poll NominationsX
All-America NominationsX
Players of the WeekX
Academic Team of the Year
Nominations
X
Academic Student-Athlete
Nominations
X
National Award NominationsX
Certificate PrintingX
Sports Information
Season Preview QuestionnairesX
PrestoSports LoginX
Record Book SubmissionsX
Presto InformationX
Style GuideX
Calendar of EventsX
NJCAA Governance
Divisional CommitmentsX
Bylaw ProposalsX
Sport Districting ProposalsX
Meeting MinutesX
Coaches AssociationX
Other Resources
Games Wanted/NeededX
View Games/Wanted NeededX
Post/Edit Games/Wanted NeededX
Pretournament InformationX
NJCAA Calendar SubscriptionX
View NJCAA Calendar in BrowserX
National Office Email ArchiveX
Buyer's GuideX


The following MVP Site features are available only to Region Directors and NJCAA Board Members. Access to these features is assigned by the NJCAA national office.

MVP Site Access Area
Feature Region Director Restricted Appeals Championship Events
Eligibility/Compliance
Eligibility Seminar Compliance By CollegeX
Student Athlete EligibilityX
Ejection ReportingXX
Awards & Nominations
All-America Nomination FormsX
Sports Information
Region Championship InformationX
NJCAA Governance
Submit Bylaw ProposalsX
Submit Redistricting ProposalsX
District ContractsX
Appeals SystemX
Other Resources
Medalcraft Award OrdersX
Championship Events Bids SystemX

Granting Access to New Staff Members

If the staff member to which you wish to assign MVP Site access is not listed on the "Manage Athletic Staff" page (located on the My NJCAA menu), you may add them using the "Add Staff Member" link below the Active Staff Member listing.

For detailed information regarding the "Add Staff Member" screen, refer to the "Adding a New Staff Member" section in the "Manage Athletic Staff" area below.

Changing or Removing MVP Site Access

  • To change the access areas assigned to a staff member - On the "Manage Athletic Staff" page (My NJCAA -> Manage Athletic Staff), click the edit (notepad) icon in the row corresponding to that staff member in the Active Staff Members listing, update their MVP Site Access as necessary and save. See the "Editing an Existing Staff Member" section in the "Manage Athletic Staff" area below.
  • To remove access to the MVP Site without deactivating the staff member - On the "Manage Athletic Staff" page (My NJCAA -> Manage Athletic Staff), click the edit (notepad) icon in the row corresponding to that staff member in the Active Staff Members listing. To deactivate the user's MVP site account, remove all access levels under MVP Site Access and save.
For more information about the various access areas and/or the MVP site features which are available in each access area, refer to the "What types of access are available and what do they do?" and "Overview and Site Access Chart" sections above.

Modifying Assigned Sports for Current Staff Members

To change the sports assigned to a particular staff member, navigate to the My NJCAA -> Manage Athletic Staff page and click the edit (notepad) icon in the row corresponding to that staff member. Edit the sports assigned in the Staffing Information area as necessary and save.

For more information about the "Edit Staff Member" screen, including assigning sports, refer to the "Editing an Existing Staff Member" section in the "Manage Athletic Staff" area below.

Deactivating Staff Members No Longer at Your Institution

To deactivate a staff member who is no longer with your institution, locate the area in the listing for that user and click the deactivate icon (light bulb) in the actions column. Fill out the Deactive Staff Member screen as follows and click the "Deactivate Staff Member" button:
  • End Date - Enter the last day the individual was employed by your institution
  • Status - Change the status from Active to the status which best matches the reason the individual is no longer at your institution
Notes:
  • You must enter the end date and change the status for all titles. If you need to deactivate only one role or title, please use the "Edit" option instead. The Deactivate Staff Member option is for permanently removing staff members who are no longer at your institution in any capacity.
  • Upon deactivation, all access to the MVP site, including General access, will be reomoved for this individual. If you need to reactive the individual, you will need to do so from "Manage Athletic Staff" area as only active members of your staff are available on the "Manage MVP Site Access" page.

Manage Athletic Staff

All of the actions described below can be performed by logging in to the MVP site using an account which has "College Admin" access and then accessing the "My NJCAA" menu and selecting "Manage Athletic Staff."

Adding a New Staff Member

To add a staff member not currently listed, click the "Add Staff Member" link below the Active Staff Member listing.

Adding a new staff member is completed in two steps:
  • Step 1: Personal Information - Complete the personal information form as follows:
    • Legal First Name - First name on official government documents.
    • Preferred First Name - If the individual prefers to be called something other than their legal name, please indicate that name/nickname here.
    • Last Name - Last name on official government documents.
    • Middle Name - Middle name is not required, but for common names, such as Robert Smith, providing at least one letter of the middle name will help prevent conflicts with staff members at other NJCAA institutions.
    • Suffix - Use this field to indicate Jr., Sr., II, III, etc.
    • Gender - This information is important in distinguishing staff members at different institutions with similar names.
    • Date of Birth - This information is important in distinguishing staff members at different institutions with similar names.
    • Ethnicity - This information is not required. However, the NJCAA would like to collect this information for purposes of tracking demographics.
    Click the "Save" button to submit the information and proceed to Step 2.
  • Step 2: Contact Information, Staffing Information and MVP Site Access
    • Contact Information - Provide the following information:
      • Work Phone Number - Provide the work phone number without -'s, .'s or ()'s
      • Email Address - Provide the primary email address
      • Cell Phone Number - Optionally provide a cellphone number
    • Staffing Information - For each role an individual fills with your organization, complete the following:
      • Title - Indicate the role the individual fills at your instituion.
      • Sport - If the title selected is Head Coach or Asst. Coach, indicate the sport coached. The sports assigned here are used to determine which sports can be access in the Eligibility and LOI Systems when LOI Assigned Sports Edit, LOI Assigned Sports Read Only, Eligibility Assigned Sports Edit or Eligibility Assigned Sports Read Only MVP site access are granted.
      • Start Date - Indicate the date the individual assumed this role.
      • End Date - Leave this blank when adding new staff members, unless you are adding a role for which the individual's tenure has ended.
      • Status - Set the status to Active on each line for which you selected a title, unless you are adding a role for which the individual's tenure has ended.
        Notes:
      • You must assign at least 1 role/title to each staff member.
      • Only 1 staff member may be assigned as the "Designated Rep" at one time. If you need to change the designated rep for your college, please remove this role from the current designated rep first.
      • When an individual no longer fills a specific role at your institution, you should enter an end date and change the status rather than removing the role. This allows for more accurate record keeping.
    • MVP Site Access - Use this section to indicate what areas of the MVP Site this individual should be able to access.
      For more information about the various access areas and/or the MVP site features which are available in each access area, refer to the "What types of access are available and what do they do?" and "Overview and Site Access Chart" sections in the "Manage MVP Site Access" area above.

Editing an Existing Staff Member

To modify the personal, contact, staffing or MVP site access information currently saved for a staff member, click edit icon (notepad) in the Actions column for the individual.

This includes modifying the following:
  • Personal Information - First, Middle and Last Name, including suffix, date of birth, gender and ethnicity
  • Contact Information - Work phone, cell phone and email address
  • Staffing Information - Add or update staff roles and/or sports coached
  • MVP Site Access - Add or remove access to various areas of the MVP Site
For detailed information regarding the information on the "Edit Athletic Staff Member" screen, refer to the "Adding a New Staff Member" section above.

Deactivating Staff Members No Longer at Your Institution

To deactivate a staff member who is no longer with your institution, locate the area in the active staff members listing for that staff member and click the deactivate icon (light bulb) in the actions column. Fill out the Deactive Staff Member screen as follows and click the "Deactivate Staff Member" button:
  • End Date - Enter the last day the individual was employed by your institution
  • Status - Change the status from Active to the status which best matches the reason the individual is no longer at your institution
Notes:
  • You must enter the end date and change the status for all titles. If you need to deactivate only one role or title, please use the "Edit" option instead. The Deactivate Staff Member option is for permanently removing staff members who are no longer at your institution in any capacity.
  • Upon deactivation, all access to the MVP site, including General access, will be reomoved for this individual. If you need to reactive the individual, you will need to do so from "Manage Athletic Staff" area as only active members of your staff are available on the "Manage MVP Site Access" page.

Reactivating Deactivated Staff Members

To reactivate a staff member that was inadvertently deactivated or who has rejoined your staff, locate the staff member in the Inactive Staff Members area and click the edit icon (notepad) in the actions column.
  • Reactivating Staff Member Who Should Not Have Been Deactivated - Remove the end date and change the status to active for all roles/titles which should not have been deactivated and click the "Save" button.
  • Reactivating an Individual Who Has Rejoined Your Institution
    • If the individual is resuming a prior role - In order to ensure all tenures of employment are preserved for historical purposes, leave the existing information regarding that role and complete a new line with the title, start date, sport (if applicable) and set the status to Active. Click the "Save" button.
    • If the individual is filling a different role - Enter the title, sport (if applicable), start date and set the status to active on a new line. Do NOT change any prior information. Click the "Save" button.
Note: Please do not remove or change information about an individual's prior roles. Please leave any prior information so that an accurate historical record of the individual's employment with your institution can be maintained.

Ejections

Reporting Ejections

To report an athlete, coach or other team staff member or team ejection, click on the "Report Ejection" link below the Reported Ejections list and complete the Ejection Reporting Form as follows:
  • Individual Details
    • Sport - Select the sport in which the ejection occurred. Once a sport has been selected, the "College" field will become available and only colleges participating in the selected sport will be available.
    • College - Begin typing the college name to which the ejection was issued. A list of colleges participating in the selected sport whose names begin with the text entered will be displayed. Select the appropriate college from the list.
    • Team Member - Select the team member ejected. Additional fields will be displayed depending on the team member selected.
    • Individual -
      • For athletes, begin entering the name of the athlete ejected and select the appropriate athlete from the list. A sport and college must be selected first; only athletes who were certified on eligibility at the college selected in the sport selected will be displayed.
      • For coaches and other team staff, enter the first and last name of the individual ejected and select the individual's role on the team from the "Additional Info" list.
      • For entire team ejections, select the season in which the ejection occurred. An ejection will be issued to every athlete certified on eligibility in the sport selected at college selected during the season chosen. If an athlete was not involved in the incident, please contact the national office to have that athlete's ejection nullified.
  • Contest Details
    • Date - Date on which the ejection occurred.
    • Location/Site - Location of the contest during which the ejection occurred.li>
    • Event Name - If applicable, the name of the tournament, meet, game or contest during which the ejection occurred. Either the event name OR the home and visiting teams must be provided. You may provide both, but you may not leave both blank.
    • Home/Visiting Team - If applicable, the home and visiting teams involved in the contest during which the ejection occurred. Either the event name OR the home and visiting teams must be provided. You may provide both, but you may not leave both blank.
  • Infraction Details
    • Ejection Type - Select the type of ejection. Once selected, subcategories will become available in the "Additional Info" list depending on the type selected.
    • Additional Info - Select the subcategory to further clarify the reason for the ejection. Options will vary depending on the type of ejection. If you choose "Other" from this list, please provide additional explanation in the "Reason for Ejection" field.
    • Reason for Ejection - Provide any additional relevant information regarding the ejection, including clarification if "Other" was selected in the "Additionla Info" list.
Click the "Report Ejection" button to complete the Ejection Reporting Form and report the ejection.

Reported Ejections List

Reported Ejections List

Total Ejections: The total number of ejections, broken down by ejection type, for the individual is displayed below the individual's name for each reported ejection. This number represents total ejections for that individual in the same sport in the same academic year.

Editing a Reported Ejection

To edit a previously reported ejection, click the edit () icon in the actions column for that ejection.

Customizing the Reported Ejections List

You may narrow the list of ejections to view or export according to the following:
  • Academic Year - Select an academic year to see ejections for that year only.
  • Sport - Select a sport to see ejections for that sport only.
  • College - Begin typing the name of the college. Select the appropriate college from the list of available options matching the text entered.
  • Athlete - Begin typing the an athlete or coach/team staff member name. The list of reported ejections will display ejections for only those individuals whose last names contain the text entered.
You may use as many options as you wish. You do NOT have to select options in order. For example, you may select academic year and college without selecting a sport.

Exporting the Reported Ejections List

To export the currently displayed list of reported ejections, click the Excel () icon at the top, right of the listing.